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Purchasing and Business Services Manual (PUR)

Interim Posting

Note:

At the request of the provost, a vice provost, or a vice president,
this policy has been posted in the interim between scheduled
posting dates by University Policy Manuals Group
because it has significant and urgent importance for the university
community. This policy will be included in the publication process
by the next feasible posting for online policies and
procedures.

Effective: 11/1/2004

Revised:11/12/2014

PUR 401–09: Postage
Stamps

Purpose

To provide for occasional urgent mailings from university
departments

Sources

Purchasing and Business Services

Background

Mail processed through ASU Mail Services is monitored for a
valid ASU return address and proper departmental agency/org before
expending ASU postage funds. University Mail Services takes
advantage of the lowest postal discounts for the university by
consolidating mail into one central location.

Policy

Departments or individual employees acting on behalf of a
department may not purchase postage stamps via the Internet or
establish electronic postage usage via the Internet on behalf of
ASU. This prohibition ensures that ASU postage funds are used for
ASU business mail only.

Stamps should be used by campus departments only for occasional
urgent mailings after the campus Mail Services Department is
closed. Direct purchase of postal materials and/or postage from the
U. S. Postal Service or other outside suppliers should occur only
under extraordinary circumstances and requires advance written
approval of Mail Services before purchase is made.

Procedure

All stamp purchases are to be ordered through Mail Services
using the Stamp/Postage Order Form. The form should be completed to
include stamp quantity, denomination of stamps, and justification
for stamp usage.

For larger stamp orders, the postage must be applied by Mail
Services, which has equipment to affix postage stamps to large
mailings. The Mail Processing Request
Form, the mailing material, and the Stamp Order Form are to be
submitted to, approved by, and processed through ASU Mail Services
for auditing purposes.